Research Group Administrative Assistant - 142097

University of California - San Diego Medical Centers; San Diego (CA); On-site; USD 64,000 - 92,000; Full time

Job summary

University of California San Diego Medical Centers seeks a Research Program Administrative Coordinator to support multiple research programs within ACTRI, DISC, and School of Public Health. The role spans travel coordination, purchasing, expense reconciliation, and meeting management.

You will assist with pre/post-award activities, website updates, newsletters, onboarding of interns, dissemination materials, manuscript formatting, REDCap maintenance, and data collection support as needed.

Qualifications

• Strong interpersonal skills to interact with diverse audiences in person and virtually.
• Ability to organize and prioritize work with high volume and multiple responsibilities.
• Attention to detail and accuracy in handling information to meet deadlines.
• Developing and maintaining records and organizing computerized files.
• Proficiency with MS Word, Excel, Acrobat, Google tools, PowerPoint and Zoom.
• Excellent grammar and writing; clear communication in person and virtually.
• Ability to work independently with good judgment.

Responsibilities

• Coordinate travel for staff and partners using Concur, reimbursements, and reconciliations.
• Process purchasing and reimbursement transactions and human subject payments.
• Schedule and manage recurring meetings; prepare summaries and agendas.
• Coordinate webinars, conferences, and workshops; assist with pre/post-award activities.
• Support website updates, newsletters, onboarding of research interns, and dissemination materials.
• Assist with manuscript formatting for journal submission and REDCap project maintenance.

Skills

Interpersonal skills

Prioritization

Attention to detail

Record keeping

MS Word

Excel

Acrobat

Google

PowerPoint

Zoom

Writing skills

Independence

Tools

MS Word

Excel

Acrobat

Google

PowerPoint

Zoom

Job description

This position is a contract/limited position with the possibility of extension/career conversion.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

Under general supervision, the Research Program Administrative Coordinator provides administrative and operational support for several research programs at the University of California San Diego. These programs involve collaboration among the School of Public Health, the Department of Psychiatry, and the Dissemination and Implementation Science Center (DISC) within the Altman Clinical and Translational Research Institute (ACTRI).

The position coordinates travel arrangements for research staff and community partners, including Concur travel requests, reimbursements, and reconciliations. Additional responsibilities include processing purchasing and reimbursement transactions and reconciling expenses related to human subject payments, supplies, and meetings.

The coordinator organizes and schedules recurring weekly, monthly, quarterly, and annual meetings; communicates with diverse partners regarding meeting logistics and agendas; and prepares and distributes meeting summaries. The position also coordinates webinars, conferences, and workshops.

Additional duties include assisting with pre-award and post-award administrative activities and reporting; supporting website updates and newsletter development and distribution; coordinating the onboarding of research interns; preparing marketing and dissemination materials; formatting manuscripts for journal submission; programming and maintaining REDCap projects; and assisting with research data collection activities as needed.

MINIMUM QUALIFICATIONS

• Strong interpersonal skills needed to interact effectively with a diverse audience in-person and virtually, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters.
• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities.
• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.
• Skill in developing, implementing and maintaining record keeping and effectively organizing computerized files and information.
• Proven skill in utilizing numerous computer systems, software and applications including MS Word, Excel, Acrobat, Google, PowerPoint, Zoom.
• Excellent grammar and writing skills. Ability to communicate clearly and effectively in person and virtually.
• Demonstrated experience and skill to work independently using good judgment.

PREFERRED QUALIFICATIONS

• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.
• ExperiencewithUCSDConcurtravelrequest/travelreports.
• KnowledgeofUCtravel regulations and use of online systems.
• KnowledgeofUCfederaltraveladministration.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).